Installed AV Equipment in Venues: A cost-effective solution or potential disaster?

Many venues that service the corporate meeting market boast some kind of screen. They are often installed permanently, and at a size that suits the most common type of presentation used in that space.

But should you use them, or should you hire in from your favourite event production partner?

Venues own ceiling installed projector with electric drop down screen

In the vast majority of cases the answer is an emphatic yes. Good quality installations that have up to date and well maintained equipment are exactly what you need. The fact that there is no additional set up time, or rental costs will suit everyone.

Providing, of course, that the venues room rate includes use of the installed AV.

To check out the facilities, it's important when you do a site survey, to take your laptop with you and ask to see the screens working. Make sure they are using the same connector as you (and as it's now 2025, that should be HDMI)

Check the venue screens can handle the resolution you are sending them. Most people running PowerPoint slides in 2025 will be running HD (sometimes referred to as 1920x1080). In venues that haven't invested in the latest technology, the screens might not be able to handle your laptop, so then you have to decide whether to move to another venue, or hire in the projector.

Of course you might decide you need a screen larger than the installed screen. In some cases you could just add a few additional 'repeater' screens to supplement the main screen. Alternatively, you can hire in a completely different main screen and choose not use the venue equipment at all.

Should you ask the venue for a price?

Some very large venues have staff and equipment on site, and if that's the case, you might be able to get a fair deal.

Alternatively, if the venue answers your request by recommending a local provider and gives you their phone number, then give them a call. They will know the venue and are often only a few miles away, so you might not have to pay delivery charges.

Sadly though, these days some larger venue chains like to keep you away from their preferred suppliers, and instead quote you a price directly as an add on to the venue package

If this is the case, then my advice is to treat this with extreme caution. They are often adding their own fee on top of the price of the equipment hire, and are often more expensive than using your own preferred supplier.

Having seen too many customers disappointed because the venue staff have misinterpreted the clients brief, and passed incorrect information on to us, their preferred audio visual supplier, it is my very firm belief that you must talk to someone who understands the technology before you confirm your booking.

No disrespect meant to conferencing and banqueting staff in venues the world over, but the vast majority simply don't know the intricacies of audio visual technology, and a little knowledge can be a dangerous thing.

As a Web Streaming specialist, Confidence Digital often get asked to connect in to permanantly installed equipment, or work with suppliers preferred by the venue. As long as communication between all stakeholders is clear and open in advance of the event, all the individual cogs in the wheel fit together seamlessly on the day.

For more information on how we can support your in person, hybrid or virtual event, contact us. hello@confidence-digital.com